Finance, HR & Admin Officer Full Time NEW

Job Summary

The ideal candidate will collaborate with the project team in the field and support and work closely with the Finance, HR, and Admin officers. She/ he provides a comprehensive and effective financial and administrative service to the field office and settles payments and keeps records of store items. She/ he will provide administrative and technical support and play a leading role in promoting and representing HelpAge’s humanitarian program and principles to key internal and external audiences.

JOB RESPONSIBILITIES AND KEY TASKS

Finance

• Ensure the availability of adequate petty cash as per the limit stated in the financial guidelines of HelpAge. Handle payments and receipts and process them according to the established rules and procedures.
• Prepare payment vouchers and effect payment as approved by the responsible, designated person; Make sure that vouchers are checked, verified, and approved by the Project Manager.
• Keep complete and accurate documentation; Travel to the field to facilitate and effect payments.
• Update the cashbook and submit the reconciled account monthly to her/ his line manager.

Administration and Property Management

• Handle receiving and issuing store goods/items; update the stock card and submit monthly stock movement by the fifth of the following month.
• Organize the provision of efficient administrative support to staff and teams.
• Organize the efficient, cost-effective, and reliable provision of IT services.
• Be responsible for processing the documents required for legal compliance in Ethiopia.
• Overall responsibility for the central/main filing systems, both paper and electronic.

Human Resources

• Coordinate recruitment, selection, onboarding, and induction processes.
• Maintain personnel files and HR records.
• Prepare employment contracts, contract extensions, and staff correspondence.
• Monitor staff attendance, leave, and timesheets.
• Prepare monthly payroll information and coordinate salary processing.
• Ensure compliance with Ethiopian labor laws and organizational HR policies.
• Coordinate staff performance management processes.
• Support staff training and capacity-building activities.

Person Specification

Essential

• University degree in accounting with at least 5 years of experience for BA in accounting; Experience in cash handling and stock management
• Extensive experience in administrative activities in a busy office environment, report writing, and compiling monthly information.
• Excellent communication skills in both written and oral English and Amharic
• Ability to manage filing systems quickly and systematically, and willing to travel and live in remote locations.
• Use of Excel, word processing, and email is a requirement.
• Experience in non-governmental organizations (NGOs) in Ethiopia is an advantage.
• Knowledge of Financial and administrative management.
• Strong knowledge of spreadsheets and their use is a requirement.

Safeguarding responsibilities

• Preventing harm and abuse from our people, operations, and programs to anyone who encounters our work.
• Reporting all safeguarding incidents you see, hear, hear about, or suspect, using our internal reporting mechanism and complying with all safeguarding framework policies and practices.

Department: Finance & Operations

Responsible to: Field Office Program Manager

Duty Station: Gambella & Assosa Field Office

Require No: Two/2/

Key Relationship: Internal: Addis and Field: Executive Director, Humanitarian Head, Head of Finance & Operations & Programme staff, with the team.